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Verified Guide • Updated 16 Oct 2026
User Manual Volume 4: Sales, CRM & Accounts Receivable (Money Coming In) Verified Guide

07: Sales Pipeline, Leads & Opportunity Command Center & Studio

Updated 20 hours ago 11 min read 3 views
Volume 4 • Article #07 Routes: lead/index, lead/add, lead/edit, lead/settings Pre-Sales CRM

Sales Pipeline, Leads & Opportunity Command Center & Studio

Capture incoming prospects, track deal values across a drag-and-drop Kanban sales funnel or high-density ledger, monitor lead temperature and weighted revenue forecasts, and convert winning opportunities into full ERP Customer Accounts with a single click.

In This Article

1. Plain-English Overview: Leads vs. Customers & Weighted Pipeline

In an enterprise ERP, you should never pollute your formal General Ledger and Accounts Receivable directory with cold callers, website inquiries, or unverified prospects who may never buy from you. Keystone X separates Pre-Sales Prospects (Leads) from Active Billing Accounts (Customers):

What is a Sales Lead?

A Lead is a potential deal or inquiry in your sales funnel (e.g., "Apex Logistics – Warehouse Solar Inquiry worth R 150,000"). Leads have zero impact on your General Ledger or financial reports until they are won and converted.

How Weighted Pipeline Forecasting Works

If you have R 1,000,000 in open leads, you won't necessarily close all R 1,000,000. Keystone X multiplies each lead's Estimated Value by its stage's Win Probability (New Lead = 10%, Contacted = 25%, Qualified = 50%, Proposal Sent = 75%, Won = 100%) to show your realistic Weighted Forecast.

2. Command Center Header & 4 Executive KPI Cards

Navigate to Sales & CRM → Sales Pipeline (lead/index). Both the Kanban Board and List View share a unified command header and a customizable 4-card KPI bar.

SCREENSHOT PLACEHOLDER vol4-07-leads-kanban-overview.png

How to capture this screenshot:

  1. Navigate to lead/index?view=kanban (Sales & CRM → Sales Pipeline).
  2. Ensure you have at least 4–6 sample leads distributed across New Lead, Contacted, Qualified, Proposal Sent, and Won / Converted.
  3. Capture the full screen showing the top command bar, the 4 KPI summary cards, the Quick Filter Toolbar, and the 6 Kanban columns.
A. Top Command Bar Buttons
Button / Control Icon & Style Action & System Behavior
Kanban / List View Switcher / Pill Group Toggles instantly between the visual drag-and-drop Kanban Board (lead/index?view=kanban) and the tabular List View (lead/index?view=list).
Export CSV Outline Secondary Downloads all pipeline leads into a spreadsheet-ready CSV file via lead/exportCsv (includes lead title, company, contact details, stage, temperature, value, and assigned rep).
New Lead Solid Primary Opens the New Sales Lead capture form (lead/add).
Gear Icon (Customize Pipeline) Outline Secondary Visible to administrators with manage_settings permission. Opens the Sales Pipeline Studio (lead/settings).
B. The 4 Executive KPI Cards
KPI Card Title Studio Key Formula & Meaning
Total Pipeline Value total_pipeline Sum of estimated_value for all active leads (excludes Lost leads). Shows a badge with the count of active deals.
Weighted Forecast weighted_pipeline Probability-adjusted revenue forecast: 10% of New Leads + 25% of Contacted + 50% of Qualified + 75% of Proposal Sent + 100% of Won.
Hot Opportunities hot_leads Count of active leads flagged with a 🔥 Hot temperature rating that require immediate sales follow-up.
Win Rate / Converted win_rate Percentage of total leads in the Won stage, along with the total Rand/Currency value of closed-won deals.

3. View 1: Interactive Drag-and-Drop Kanban Funnel (?view=kanban)

The Kanban Funnel visually organizes every sales opportunity across 6 Pipeline Stages. Each column displays a live deal counter badge at the top right and a real-time Column Value Subtotal below the stage header.

A. Kanban Quick Filter Toolbar
  • Instant Search Box (#kanbanSearchInput): Filters Kanban cards in real time as you type a company name, deal title, or contact person, and automatically recalculates column counts and currency totals!
  • Temperature Filter Pills: Click All, 🔥 Hot, ☀️ Warm, or ❄️ Cold to isolate deals by urgency.
  • Owner Dropdown Filter (#kanbanAssigneeFilter): Filter the board by a specific Sales Representative or select Unassigned.
  • Reset Button: Clears all active search terms, temperature pills, and rep filters.
B. The 6 Pipeline Stage Columns
Stage Name Probability Weight Visual Accent When to Use This Stage
1. New Lead 10% Secondary (Grey) Unscreened website inquiries, incoming phone calls, or newly imported referrals.
2. Contacted 25% Info (Cyan) First outreach (call, WhatsApp, or email) has been made; awaiting discovery call.
3. Qualified 50% Primary (Blue) Budget, authority, need, and timeline (BANT) confirmed; ready for scoping/quoting.
4. Proposal Sent 75% Warning (Amber) Commercial proposal or estimate has been presented; in final client negotiation.
5. Won / Converted 100% Success (Green) Deal closed! Ready to convert (or already converted) into an active ERP Customer.
6. Lost 0% Danger (Red) Prospect declined or went with a competitor. Excluded from active pipeline value.
C. Anatomy of a Kanban Lead Card & Drag-and-Drop

Powered by SortableJS, dragging any card from one column to another immediately fires an AJAX request to lead/updateStatusAjax, updates the database, recalculates both columns' currency subtotals, and pops a confirmation toast. Each card displays:

  • Temperature Badge (Top-Left): 🔥 Hot (Red), ☀️ Warm (Amber), or ❄️ Cold (Blue) — toggleable in Studio.
  • Expected Close Date Badge (Top-Right): Shows target close date. Turns Red with an exclamation icon if the close date is overdue and the lead is not yet Won/Lost.
  • Quick Actions Menu ( Top-Right):
    • Edit Lead Details: Opens lead/edit/{id}.
    • Convert to Customer: Shown if not yet converted (`converted_customer_id` is empty). Fires `lead/convert/{id}` to create a Customer account and open a Quote.
    • View Customer Profile: Shown if already converted. Opens `customer/profile/{converted_customer_id}`.
    • Delete Lead: Permanently removes the lead after confirmation.
  • Deal Title & Company Name: Clicking the bold Deal Title opens the Lead Edit workspace.
  • Contact Info & One-Click Outreach Buttons: Displays the primary contact's name alongside quick-launch circular buttons for Call (tel:), WhatsApp (https://wa.me/), and Email (mailto:).
  • Footer Bar: Displays the formatted Estimated Deal Value on the left and the Assigned Rep Initials Badge + Lead Source Badge on the right.

4. View 2: High-Density Leads Ledger & Bulk Action Bar (?view=list)

Switch to List View (lead/index?view=list) when you need to sort, filter, or perform batch updates across dozens or hundreds of leads at once.

SCREENSHOT PLACEHOLDER vol4-07-leads-list-and-bulk-bar.png

How to capture this screenshot:

  1. Navigate to lead/index?view=list.
  2. Tick the checkboxes next to 2 or 3 leads in the table so the blue Bulk Action Bar ("X Leads Selected") appears above the table.
  3. Capture the screen showing the Quick Filter Bar, the revealed Bulk Action Bar, and the DataTables ledger columns.
A. Dynamic Bulk Action Bar

Ticking one or more row checkboxes (or the Master Select-All checkbox in the table header) reveals the contextual Bulk Action Bar (`lead/bulkAction`):

  • Move to Stage... Dropdown: Instantly move all checked leads to New Lead, Contacted, Qualified, Proposal Sent, or Lost.
  • Set Temperature... Dropdown: Batch-update checked leads to 🔥 Hot, ☀️ Warm, or ❄️ Cold.
  • Delete Selected Button: Permanently deletes all selected leads (requires `delete_customers` permission and confirmation).
B. Ledger Table Columns & Row Actions
Column Header Studio Key Contents & Interactive Features
Opportunity & Company col_opportunity Clickable Deal Title (`lead/edit/{id}`) and Company / Account name below.
Contact Person col_contact Contact name plus quick-launch Phone Call, WhatsApp, and Email buttons.
Pipeline Stage col_stage Color-coded status badge. If converted, also shows a green Customer Linked pill linking to the Customer Profile.
Temp & Source col_temp Displays the 🔥 Hot / ☀️ Warm / ❄️ Cold badge alongside the acquisition source badge (e.g., Website, Referral).
Target Close col_close_date Expected closing date (`expected_close_date`). Highlighted in bold red with a warning icon if past due.
Owner col_owner Assigned Sales Representative or Unassigned.
Est. Value col_value Right-aligned estimated deal value in system currency.
Actions Always Visible Convert (or View Customer if already converted), Edit, and Delete.

5. Creating & Editing a Sales Lead (lead/add & lead/edit)

Clicking + New Lead opens a structured two-column workspace (`lead/add`). Editing an existing lead (`lead/edit/{id}`) uses the same layout plus a top conversion action button.

SCREENSHOT PLACEHOLDER vol4-07-lead-add-form.png

How to capture this screenshot:

  1. Navigate to lead/add (click + New Lead from the Sales Pipeline).
  2. Fill in realistic demo values (e.g., Title: "200kW Rooftop Solar & Backup System", Company: "Vanguard Cold Storage (Pty) Ltd", Value: 485000.00, Stage: Qualified, Temperature: 🔥 Hot).
  3. Capture the two-column form layout.
Field Label Input Name Required? Description & Studio Dependency
Left Column: Opportunity & Contact Information
Lead / Deal Title title Required Short descriptive name for the opportunity (e.g., "Annual HVAC Maintenance Contract").
Company / Account Name company_name Optional Registered or trading name of the prospect organization. Used when converting the lead into a Company Customer.
Contact Person Name contact_name Optional Full name of your primary point of contact.
Email Address email Optional Contact email address (powers the one-click mailto icon and transfers to the Customer record upon conversion).
Phone / WhatsApp Number phone Optional Mobile or switchboard number (powers the one-click Call and WhatsApp chat buttons on Kanban/List views).
Opportunity Notes & Requirements notes Optional Multi-line text area for discovery notes, technical specs, budget constraints, and pain points. Controlled by Studio toggle show_notes.
Right Column: Qualification & Valuation
Estimated Deal Value estimated_value Optional Monetary value of the opportunity (defaults to 0.00). Feeds Total Pipeline and Weighted Forecast KPIs. Controlled by Studio toggle show_estimated_value.
Pipeline Stage status Required Selects the initial funnel column (defaults to your Studio Default Stage, usually New Lead).
Lead Temperature temperature Optional Selects 🔥 Hot (High Priority), ☀️ Warm (Active Interest), or ❄️ Cold (Long-term / Nurture). Controlled by Studio toggle show_temperature.
Lead Source source Optional Where the prospect originated: Website Inquiry, Referral / Word of Mouth, Cold Call / Outreach, Social Media / LinkedIn, Google / Paid Ads, Walk-in / Event, Existing Client Upsell, Other. Controlled by Studio toggle show_source.
Expected Closing Date expected_close_date Optional Target date by which the deal should close. Controlled by Studio toggle show_expected_close_date.
Assign to Sales Rep assigned_to Optional Defaults to the currently logged-in user, or select any active staff member. Controlled by Studio toggle show_assigned_to.

6. One-Click Lead-to-Customer Conversion (lead/convert/{id})

What Happens Behind the Scenes When You Click "Convert to Customer"?

When a prospect approves your ballpark numbers or asks for a formal quotation/invoice, click Convert to Customer from the Kanban card menu, the List View action column, or the Edit Lead screen:

  1. Automatic Customer Creation: Keystone X creates a new record in your Customer Directory (`customers`), automatically deciding whether it is a Company (if `company_name` is filled) or an Individual, and copies over the Contact Name, Email, Phone Number, and Notes.
  2. Pipeline Stage Promotion: The lead's status is automatically updated to Won (`100%` probability) and linked to the newly created `converted_customer_id`.
  3. Permanent Audit Link: Both the Kanban card and List row now display a green Customer Linked badge so staff can jump straight to the new Customer Profile without ever creating duplicates.

7. Sales Pipeline Customization Studio (lead/settings)

Administrators can click the Gear Icon () in the Sales Pipeline header to open the Sales Pipeline Studio (lead/settings).

SCREENSHOT PLACEHOLDER vol4-07-leads-studio-settings.png

How to capture this screenshot:

  1. Navigate to lead/settings.
  2. Capture the 2x2 card grid showing 1. Pipeline Defaults, 2. KPI Summary Cards, 3. Lead Form Fields & Kanban Badges, and 4. List View Table Columns.
Studio Card Setting / Toggle Effect on the Sales Pipeline Module
1. Pipeline Defaults Default Pipeline View (default_view) Sets whether clicking Sales Pipeline in the sidebar opens the Kanban Board View or the Tabular List View by default.
Default Stage for New Leads (default_stage) Pre-selects New Lead, Contacted, Qualified, or Proposal Sent when opening `lead/add`.
Default Lead Temperature (default_temperature) Pre-selects 🔥 Hot, ☀️ Warm, or ❄️ Cold on new lead forms.
2. KPI Summary Cards 4 Switches: total_pipeline, weighted_pipeline, hot_leads, win_rate Shows or hides each of the 4 top KPI cards on both the Kanban and List views.
3. Lead Form Fields & Kanban Badges 6 Switches: show_estimated_value, show_temperature, show_source, show_expected_close_date, show_assigned_to, show_notes Controls whether these fields appear on the Add/Edit Lead form and as visual badges on Kanban cards.
4. List View Table Columns 7 Switches: col_opportunity, col_contact, col_stage, col_temp, col_close_date, col_owner, col_value Shows or hides individual columns in the Tabular List View (`lead/index?view=list`).
© 2026 Keystone X — Official Technical Documentation https://keystonex.co.za/docs/volume-4-sales-crm-accounts-receivable-money-coming-in/07-sales-pipeline-leads-opportunity-command-center-studio
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